Client and deal intake
Applications, fact finds and claims arrive by email, web form and phone. Someone retypes them, finds what's missing, and goes back to the client.
- Intake from any channelWe can read emails, forms and attachments, create the file in your CRM or claims system, and acknowledge receipt.
- Pre-populationWe can fill client and company details from registry data such as the Companies Office, so nobody retypes names, addresses and directors.
- Completeness checksWe can check each file against what's required for that product or claim type, and chase the client for what's missing.
- Duplicate and missed-file detectionWe can flag duplicate entries and enquiries that never became a file.
- Online applicationsWe can offer a client-facing form or portal that checks inputs as they are entered and uploads documents securely.
Typical benefitsFaster file opening, fewer back-and-forth emails, and cleaner data from the start.
Checks and searches
Credit, property, PPSR and identity checks are run by hand in separate systems, and the results are pasted into the file.
- Credit and registry checksWe can run credit bureau, PPSR and company searches from the file, and attach the results.
- Identity and AML collectionWe can collect, check and store identity documents, and pass them to the lender or insurer in the form they need.
- Lender or insurer matchingWe can turn a long criteria guide into a triage tool that shows which lenders or insurers fit a deal.
- Fraud checksWe can verify supplier bank details against the invoice or contract to catch payment-redirect attempts.
- Certificate validationWe can check insurance certificates and similar documents for validity and expiry.
Typical benefitsConsistent checks every time, less manual searching, and fewer surprises late in the file.
Lender, insurer and portal submissions
Each lender or insurer has its own portal, its own form and its own conditions. Staff re-key the same application into each one.
- Form populationWe can fill lender or insurer forms from the file data, ready for a person to review.
- Portal submissionWhere a portal has no API, we can use browser automation to submit and check status, with exceptions to a person.
- Condition trackingWe can extract conditions from approval letters and track them to closure.
- Status updatesWe can update the CRM when a lender or insurer responds, and tell the adviser or client.
- Settlement and invoicingWe can create settlement records and invoices in your accounting system from the completed file.
Typical benefitsFewer keying errors, files submitted sooner, and more files handled per person.
Documents, write-ups and reports
Staff read financial statements, bank statements and assessor reports, then write summaries from templates.
- Financial statement extractionWe can read accounts and statements, pull the key figures and draft a standard summary for adviser review.
- Write-ups and loan notesWe can draft a business write-up or loan note from the file, in your house format.
- Report formattingWe can turn an assessor's templated report into the format each insurer or client needs.
- Filing and namingWe can rename and file documents in the correct client folder, so nobody does it by hand.
- Plain-language summariesWe can summarise long reports for clients, excluding internal notes.
Typical benefitsConsistent quality, less time per file, and fewer formatting hours.
Fees, time and billing
Fees come from memory or a rate card, time on calls is recalled at week-end, and invoices go out late.
- Time captureWe can draft timesheet entries from calendar and call data and match them to jobs, so unbilled time shows up.
- Fee calculationWe can calculate fees from a rate card and insurer or client rules, and create the invoice in your accounting system.
- Commission schedulesWe can calculate adviser commission from deal data, so month-end isn't a spreadsheet exercise.
- E-signature and client documentsWe can send terms, questionnaires and e-signature requests in bulk, and track who hasn't signed.
- Annual returns and registry filingsWe can prepare recurring filings and reminders from registry data.
Typical benefitsFewer unbilled hours, faster invoicing, and less time on commission and returns.
Compliance, audit and certification
Audits mean digging through spreadsheets and inboxes for evidence, and the rules change.
- Audit trailWe can record who read, changed or sent what, and keep a log your auditor can follow.
- Evidence collectionWe can collect evidence for insurer, quality-system or certification audits as work happens, not in the weeks before.
- Change monitoringWe can summarise changes in regulation, lender criteria or standards, and flag the files or procedures affected.
- Gap analysisWe can compare your documented procedures to a standard, such as an ISO management system, and list the gaps.
- Month-end checksWe can check filed jobs and open items at month-end and send reminders to the owners.
Typical benefitsAudit-ready records, less preparation time, and earlier warning of non-compliance.
Allocation, practice reporting and procedures
Work is allocated by memory, reporting is built from exports, and the answer to “what does the guide say?” is in a very long PDF.
- Work allocationWe can recommend which adviser or assessor should take a new file, based on workload, location and skills.
- Pipeline and conversionWe can show deals or claims by stage, turnaround and conversion, updated as work moves.
- Practice reportingWe can report utilisation, work in progress and revenue against target by adviser, client and product, from the CRM and accounts.
- Procedures and criteria assistantWe can answer staff questions from your procedures, operations manual and lender or insurer guides, with source references.
- Client statusWe can show clients where their file is, and answer routine questions.
Typical benefitsBetter use of people, same-day visibility, and faster answers to routine questions.
